Privacy Policy for MSMS360

Last Updated: August 05, 2025

1. Introduction

Welcome to MSMS360. Your trust is our top priority, and we are committed to protecting the privacy and security of the data entrusted to us. This Privacy Policy explains how MSMS360 ("we," "our," or "us") collects, uses, and protects information in relation to our school management system (the "Service").

This policy is intended for schools, school districts, and their staff, students, and parents/guardians who use our Service.

2. Our Role and Your School's Role

It's important to understand the roles we play under data protection laws like Ghana's Data Protection Act, 2012 (Act 843) and GDPR:

• Your School is the Data Controller. The school (our "Customer") determines what data is collected and how it is used. They are responsible for ensuring they have the legal right (like parental consent) to collect and process student data.
• MSMS360 is the Data Processor. We process the data on behalf of and under the instruction of the school. Our responsibility is to keep the data safe, secure, and use it only as directed by the school to provide our Service.

3. Information We Collect

We collect information that is provided to us by the school or its authorized users (staff, students, parents).

• School and Staff Information: This includes the school's name, address, and contact details, as well as staff members' names, email addresses, roles, and contact numbers to create and manage accounts.
• Student Information: This is data entered by the school and may include the student's name, student ID, date of birth, address, grades, attendance records, class schedules, photos, and parent/guardian contact information.
• Parent/Guardian Information: Names, email addresses, and phone numbers to facilitate communication between the school and home.
• Technical and Usage Data: When you access our Service, we automatically collect information like your IP address, browser type, device information, and how you interact with our features. We use this to maintain security and improve our Service.

4. How We Use Your Information

We use the information we process strictly to provide and improve the Service on behalf of our Customers. This includes:

• To operate, maintain, and provide the features and functionality of the MSMS360 platform.
• To manage user accounts and provide customer support.
• To communicate with school administrators about service updates, security alerts, and support messages.
• To generate anonymized, aggregated statistics to analyze usage trends and improve our Service. This data does not identify any individual.

We will never sell your personal information or use it for targeted advertising.

5. Data Sharing and Disclosure

We do not share personal data except in the following limited circumstances:

• As Directed by the School: We share data with authorized users of the school as necessary to provide the Service (e.g., a teacher accessing their students' grade information).
• Third-Party Service Providers: We use trusted third-party vendors for services like cloud hosting (e.g., AWS, Google Cloud) and technical support. These vendors are legally and contractually bound to protect the data and use it only to provide their services to us.
• Legal Requirements: We may disclose information if required by law, subpoena, or other legal process if we have a good-faith belief that the disclosure is necessary to comply with the law.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, we will ensure the continued protection of your data and provide notice to the school before information is transferred or becomes subject to a different privacy policy.

6. Data Security

We implement industry-standard security measures to protect your information, including:

• Encryption: Data is encrypted both in transit (using TLS/SSL) and at rest.
• Access Controls: We use role-based access controls to ensure users can only see the information relevant to their roles.
• Security Audits: We regularly conduct security assessments and audits to identify and patch vulnerabilities.
• Employee Training: Our staff are trained on data privacy and security best practices.

7. Data Retention

We retain personal data for as long as the school has an active account with us. When a school's account is terminated, we will delete all associated personal data from our active systems within a specified period (typically 90 days), unless we are required by law to retain it for longer.

8. Your Data Protection Rights

Since your school is the Data Controller, individuals (including parents, guardians, and students) who wish to exercise their data protection rights should contact their school directly. These rights may include:

• The right to access the personal data the school holds about you.
• The right to rectify inaccurate information.
• The right to erase your personal data.
• The right to restrict processing of your data.

MSMS360 is committed to assisting our school customers in fulfilling these requests.

9. Children's Privacy

Our Service is designed for use by schools and, as such, involves the processing of children's data. We rely on our school customers to obtain the necessary parental consent as required by law before collecting any personal information from children.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify school administrators of any material changes by email or through a notice within the Service. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us:

MSMS360 Data Privacy Office

Email: talk@msms360.com

Phone: +233555891444